Administrative Assistant

Job Description

MAIN FUNCTION:Under the general supervision and direction of the SNF Administrator, performs routine and non-routine administrative support work requiring accuracy in detail and of a confidential nature. Acts as liaison for the various Nursing Unit Managers and Department Heads necessary to the efficient functioning of the Skilled Nursing Unit of St. Joseph’s Hospital.

DUTIES AND RESPONSIBILITIES:

1. Daily Organization: Coordinates meetings, requisitions supplies, prepares data for meetings, handles administrative staff and physician requests, provides information when needed, and independently conducts correspondence and research, internet searches.

2. Schedule: Maintains schedule for 11 nurses, 27 aids and 12 per diem staff members for the 2 units on the 3rd floor. Covers call offs and handles issues with staff. Keeps daily staffing sheets and current schedules on the units.

3. Payroll: Maintains biweekly payroll sheets for 115 to 120 employees. Collects requests and data from 4 units and verifies hours worked, PTO, PTS, missed punches, and schedule changes. Maintains records of medical excuses, schedule changes and PTO requests.

4. Meetings: Organizes meetings for SNF Department. Send out invites to staff; makes arrangements for any food or beverage requests for meetings. Keeps minutes for meetings and reports any to various administration staff. Arranges equipment that may be needed for presentations.

5. New Employee Paperwork: Requests start up paperwork for new employees as needed for their position, including key request for any offices.

6. Cut Letters/Admission Denials: Prepares and distributes all Medicare Non-Coverage Letters to residents and/or representative of such. Answers questions pertaining to any issues with letter. Notifies business office, pharmacies, and units of the last covered date.

7. PRI/Screens: Is responsible for all necessary in TCU and SNF Departments. Copies and delivers to each unit and places in charts. Keeps one copy in office for minimum of 6 months. Periodically does audits to be sure charts are accurate with these.

8. Insurance reviews: Is responsible to keep current dates: when due, obtains info thru charts and pulls additional info from PT/OT departments. Once completed, faxes this information and any medical information needed to insurance companies for their review.

9. Van Schedule: Coordinates all admission transport to TCU, SNF and Acute Rehab at SJH campus. Arranges activity usage, necessary appointments for residents, including drop offs and pickups to Elmira, Horseheads, Corning Big Flats and Sayre, Pa. Works closely with discharge planners at Arnot to obtain information of transport, location, wheelchair size, any oxygen usage, special precautions. Notifies driver and staff of time and location of transport.

10. Work Orders/ MIS Requests: Is responsible for any work projects and repairs needed for SNF by placing work order through the required forms. Also includes any requests for all MIS issues.

11. Admission Agreements: Reviews agreements with residents and/or representatives. Informs residents of various services that are offered for their use: Resident funds, Hair Salon, Massage Therapy, Activities, etc. Makes sure resident has all numbers needed to make their time less stressful.

12. Daily Room Census: Is responsible for updating each department SNF and TCU with daily admissions and discharges for each Department and by insurance payer, room number, Pharmacy. Once accurate, sends this to all concerned parties to record on the unit.

13. Facility Census: Records each admission and discharge with resident name, room number, insurance payer, qualifying stay and from what facility. Totals by payers are noted and sent to administrators, units, and billing office.

14. Weekly Bed Census: Submits a weekly report to NYS DOH on bed census.15. Diagnostic codes: Receives and enters all admission and discharge codes for each resident on the SNF and TCU. Must enter all codes individually into Lintech system.

15. Resident Contact File: Maintains file of all SNF residents’ contacts, address and phone numbers. Obtains any copies of POA, Health Care Proxy, Social Security Card, and Insurance Cards.

16. Resident PNA Fund: Is responsible for informing residents of use of PNA. Collects monies from family members, locked cash boxes on units. Keeps logs on all deposits and withdrawals in office. Fills out slips for each deposit and withdrawal made. Sends any changes to accounting at Arnot for accounting to keep record of each also.

17. Mail: Is responsible for collecting all incoming mail. Sorts and redistributes to administration staff and other units. Sends any mail received for residents on to representative if necessary. Makes sure mail and interoffice mail goes to SPD daily.

18. CNA Recertification: Is responsible for all CNA recerts on the SJH Campus. Collects information needed for form thru HR, request check from accounting and mailing forms and check to Prometic in a timely manner to ensure CNAs are practicing with current licenses.

19. NYS DOH Annual Survey: Is responsible for collecting all info from SNF and TCU departments to maintain accurate FSR Reports. Works closely with all departments to be sure all license numbers and expiration dates are current.

20. Rep Payee: Works with SNF billing personal to obtain information for becoming rep payee for residents unable to manage their own funds by providing necessary information to Social Security office as requested.22. Maintains a working knowledge of SJH functions and policies and keeps abreast of current trends and regulations.

21. Supports and participates in the Hospital's Quality and Patient Safety endeavors.

22. Promotes and fosters the mission and philosophy of the Hospital during performance of job duties and community activities.

23. Attends annual mandatory education programs as required by the position.

24. Employee understands and demonstrates the importance of satisfying the needs of the customer/patient by interacting with him/her in a friendly and caring way, being attentive to the customer’s needs, both psychologically and physically and by taking the initiative to maintain communication with the customer in order to provide a secure and pleasant experience with Arnot Health.

25. It is understood that this lists typical duties for the classifications and is not to be considered inclusive of all duties which may be assigned.

EDUCATION:Secretarial or business school graduate or its equivalent in experience. Associate’s Degree in Secretarial Sciences or Business preferred.

EXPERIENCE:1. At least two to four years secretarial experience in a Hospital setting.2. Ability to type accurately (at least 70-80 words per minute), filing and transcribing meeting minutes required.3. Ability to operate word processing equipment, electronic mail, and scheduling on a personal computer.4. Excellent spelling and writing abilities are required to compose correspondence, formulate reports and complete special projects.5. Experience in working independently, initiating work projects and possession of effective communication skills.

CARDIOPULMONARY RESUSCITATION (CPR) REQUIREMENTS:No CPR required.

PHYSICAL DEMANDS:Typical office duties with light physical effort.

SPECIAL REQUIREMENTS:1. Must be highly trustworthy due to the handling and access to confidential information relating to patients, physicians, visitors, employees, and Hospital operations.2. Must have ability to be tactful and courteous when communicating with the public, hospital employees and members of the medical staff.3. Must be able to organize substantial amounts and varieties of materials.4. Must possess adaptability, flexibility and willingness to assume new responsibilities. 5. Must have analytical and problem-solving skills, as well as the ability to work and communicate effectively with all levels of management both within and outside areas of responsibility. 6. Trustworthy in safeguarding confidential and professional information.

Requirements